Parents and Citizens Association Requests

Mackay Northern Beaches State High School Parents and Citizens Association

Request for Funding / Fundraising and Sponsorships or add an agenda item.
Please be aware that the cutoff for raising an agenda item for consideration at a meeting is the Tuesday 12pm prior to the Thursday meeting. Items submitted after this time may be moved as agenda items for a subsequent meeting.
Name of Requestor*

First NameLast Name
What is your email address?*
username@example.com
Request Type?*

Request permission to fundraise.Request a donation of funding.Request approval to seek community sponsorships.Add a discussion point to a future meeting agenda.
Add a discussion point to a future meeting agenda.
What would you like discussed at a meeting and placed on a future agenda?*
Request a P&C funding donation for a purchase/activity/program or excursion.
The Mackay Northern Beaches State High School - P&C Association has funding available for initiatives, activities or purchases that promote the interests of the school or provide benefit to students of the school.

How to Apply for Funding:
1. If the request is from a school staff member, the application must be discussed and endorsed by the Principal prior to submission. Intent to apply for funds for a future purchase/activity must also be communicated to the Business Manager.
2. Complete this electronic form below and click submit.
3. Attend the next P and C meeting to possibly answer questions or present your proposal.
Upon submitting this form your electronic application will be recieved by the P and C executive committee for inclusion in the next meeting as an agenda item.

Please note the below Purchasing Policy Minimum Requirements:

$0 – $5,000
Request a minimum of one quote by phone, in-store, catalogue or online. Use PF002 to record the purchase details.
$5,001 - $20,000
Request a minimum of two written quotes. Use PF003 to request quotes and PF004 to evaluate quotes.
$20,001 - $100,000
Request a minimum of three written quotes. Use PF003 to request quotes and PF004 to evaluate quotes. Use PF005 to identify and manage risks.

Other Information:

Please note there is no guarantee that this application will be discussed or decided upon at the next P&C meeting. However, the P&C will act as promptly as possible. If there is a delay in the decision/implementation, then new information and/or pricing may have an effect on the decision or part thereof.
Purpose of donation request?*

Purchase of equipment or resources.Subsidise an Activity, Camp or Excursion.Donation to a school program or student club.
What equipment or resources are you requesting to purchase?*
Add a short description above.
What Activity, Camp or Excursion are you requesting to subsidise.*
Add the name above.
Number of Students involved?*
What school program or student club will receive this donation?*
Add the name adove.
Our Parents and Citizens' (P&C) associations objectives are as follows:
1. to work in productive partnership with the school principal and the community to promote the interests of the school
2. to facilitate the schools continued development and further improvement
3. to achieve the best possible outcomes for students (academic, sporting, cultural and wellbeing)
Brief description of how this project will support the objectives of the P&C.*
Proposed benefits to the students, staff and/or community.*
Funding amount requested.*
Quotes also to be provided.
Brief description of sustainability? Will more funds be needed later?*
Request permission to conduct fundraising for a charity/purchase/activity/program or excursion.
Fundraising process for school groups

Mackay Northern Beaches State High School - P&C offer school groups the opportunity to coordinate fundraising ventures. The P&C are required to meet the rigorous expectations of the Accounting Manual for Parents and Citizens Associations Version 4.4 April 2021. Please note that the P&C is not registered for GST.

How to Apply for approval to Fundraise:
1. If the request is from a school staff member, the application must be discussed and endorsed by the Principal prior to submission. Fundraising must also be communicated to the Business Manager.
2. Complete this electronic form below and click submit.
3. Attend the next P and C meeting to possibly answer questions or present your proposal.
Upon submitting this form your electronic application will be recieved by the P and C executive committee for inclusion in the next meeting as an agenda item.

Additional information for School based fundraising:

The P&C can direct their fundraising to benefit a group of students by donating funds to the school to offset the cost for all students, provided that other students aren’t excluded from the activity that attracts funding.

Fundraising is for the benefit of all, not only individuals whom contribute. Eg. of incentives that cannot be provided:
- If I volunteer to assist with the sausage sizzles for the scheduled Student Study Tour, I will get an individual discount on the cost of the trip based on what I raise.
Fundraising application is successful, what now?
1. Communicate via email with canteen@macknorthbeachesshs.eq.edu.au the week prior to order food items through P&C accounts. Include quantities, brands and pricing if needed.
2. All money requires receipting and 2 people to counter sign/date, according to Accounting Manual for transparency.
3. Provide the funds raised to the school office with the signatures for Banking to the P and C bank account.
4. After expenses calculated and money banked in P&C account. Income shall be ‘tagged’ for the student group coordinating the fundraising.
5. Funds will be contributed to the school upon invoice specific to the group and shall be distributed to all members of the group in accordance with P&C Accounting Manual.
Useful additional links:
- Daily cash takings breakdown statement sheet
- Permission requirements when Alcohol is sold at P&C and school events
Date of fundraising event*

MonthDayYear
Date
Fundraising Type*

RaffleCar WashSale of Goods (Chocolates, icy cups etc.)Other
Fund Raising Recipient*

P and C AssociationStudent CouncilOther
Name of Fundraising Co-ordinator*

First NameLast Name
Mobile Number of Co-ordinator*

Phone Number
Our Parents and Citizens' (P&C) associations objectives are as follows:
1. to work in productive partnership with the school principal and the community to promote the interests of the school
2. to facilitate the schools continued development and further improvement
3. to achieve the best possible outcomes for students (academic, sporting, cultural and wellbeing)
Brief description of how this fund-raising proposal will support the objectives of the P&C.*
Proposed fund raising benefits to the students, staff and / or community.*
Request permission to obtain sponsorships for a school club / activity or program.
Sponsorship is the right to associate a sponsor’s name, product or services with the sponsored organisation’s initiative, in return for negotiated and specific benefits such as cash or in-kind support or promotional opportunities.

The Mackay Northern Beaches Parents and Citizen Association acknowledges that appropriate sponsorship activity can generate significant benefits for all parties.

Before seeking sponsorships, it is important to be mindful that inappropriate sponsorship can damage a school, department or the Queensland Government’s brand and public image. All sponsorships must withstand public scrutiny and not damage the reputation of the school, the department and Queensland Government or contravene departmental and whole of Queensland Government policies and procedures.

How to Apply for Sponsorship approval:
1. If the request is from a school staff member, the application must be discussed and endorsed by the Principal prior to submission. The potential for Sponsorship must also be communicated to the Business Manager.
2. Complete this electronic form below and click submit.
3. Attend the next P and C meeting to possibly answer questions or present your proposal.
Upon submitting this form your electronic application will be recieved by the P and C executive committee for inclusion in the next meeting as an agenda item.

For incoming sponsorship requests, the Parents and Citizens’ Associations will expect to see a sponsorship procedure, guideline and checklist as provided for consideration before any request can be approved.

If an incoming agreement is approved then the following documents will also be required as part of the arrangment for all parties.

Incoming sponsorship agreement template (DOCX, 121KB)

Incoming sponsorship letter of agreement template (DOCX, 99KB)

For outgoing sponsorship arrangments then the following documents will also be required as part of the arrangment for all parties.

Outgoing sponsorship agreement template (DOCX, 118KB)

Outgoing sponsorship letter of agreement template (DOCX, 543KB)
Please describe your sponsorship proposal*
What will be the proposed sponsorship benefits to the students, staff and / or community.*
Name of Sponsorship Co-ordinator?*

First NameLast Name
Mobile Number of Co-ordinator*

Phone Number
Additional documents to submit as part of your request. (Quotes, information, letters etc.)

Browse Files

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PLEASE NOTE:

If your sponsorship proposal is approved by the P and C and you have your list of potential sponsors, you must firstly retable this list back to the P and C for final approval on community suitability before sending off and signing any formal sponsorship agreements.
Should be Empty:

Mackay Northern Beaches State High School Parents and Citizens Association

Add a discussion point to a future meeting agenda.

Request a P&C funding donation for a purchase/activity/program or excursion.

Request permission to conduct fundraising for a charity/purchase/activity/program or excursion.

Request permission to obtain sponsorships for a school club / activity or program.